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Job Requirements of Administrative Assistant:
-
Employment Type:
Contractor
-
Location:
Mason, OH (Onsite)
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Administrative Assistant
Careers Integrated Resources Inc
Mason, OH (Onsite)
Contractor
Job Title: Administrative Assistant
Location: Mason, OH 45040-9760
Duration: 10 months+ contract (Possible Extension)
Pay Rate: $29.62/hr. on W2
Part time - 20 hours
Overview:
- We are seeking a proactive and detail-oriented Administrative Assistant to support our senior leadership team.
- This role is critical in ensuring efficient calendar management, email oversight, meeting scheduling, travel coordination, and procurement processes.
- The ideal candidate will demonstrate exceptional organizational skills, a strong sense of ownership, and the ability to work autonomously in a fast-paced environment.
Key Responsibilities:
Calendar Management:
- Manage and coordinate calendars for multiple senior leaders.
- Ensure optimal scheduling of meetings and appointments.
- Prioritize scheduling requests and proactively resolve conflicts.
- Communicate effectively with internal and external stakeholders.
Email Management:
- Monitor, organize, and respond to emails on behalf of senior leaders when required.
- Ensure timely follow-up on important communications.
- Draft and prepare professional correspondence as needed.
Meeting Scheduling & Coordination:
- Schedule and send meeting invitations.
- Coordinate virtual and in-person meetings.
- Ensure meeting logistics, technology, and resources are prepared and functional.
Travel Coordination:
- Arrange travel itineraries including flights, accommodations, and transportation.
- Ensure travel arrangements comply with company policies and cost guidelines.
- Book and manage travel logistics efficiently.
Purchase Order & Procurement Support:
- Create and manage purchase orders for team members.
- Ensure compliance with budgeting and procurement procedures.
- Maintain accurate records of purchases and expenditures.
Administrative & Office Support Duties:
- Provide administrative support to ensure efficient office operations.
- Support managers and employees with organization and communication tasks.
- Handle confidential and time-sensitive materials.
- Answer and direct phone calls professionally.
- Organize and schedule meetings and appointments.
- Maintain contact lists.
- Produce and distribute correspondence, memos, letters, forms, and reports.
- Assist in preparing regularly scheduled reports.
- Develop and maintain filing systems.
- Order and manage office supplies inventory.
- Submit and reconcile expense reports.
- Provide general support to visitors.
- Respond to inquiries and requests accurately.
- Take dictation as required.
- Research, create presentations, and develop processes.
- Generate reports and handle multiple projects simultaneously.
- Prepare, submit, and monitor invoices.
- Support development of administrative staff through knowledge sharing and training.
- Ensure office equipment operation and maintenance, including preventive maintenance and repairs.
- Evaluate and recommend new equipment and techniques.
- Maintain professional and technical knowledge through workshops, publications, and professional networks.
Qualifications:
Education:
- High school diploma or equivalent required.
- Associate’s or Bachelor’s degree preferred.
Experience:
- Previous experience as an Administrative Assistant preferred.
- Experience supporting senior leadership is highly desirable.
- Familiarity with calendar management, meeting coordination, and travel arrangements.
Technical Skills:
- Proficiency in Microsoft Outlook and Microsoft Teams.
- Experience with Coupa or similar procurement software preferred.
Behavioral Characteristics:
- Learning Agility: Ability to quickly learn new systems, tools, and processes.
- Sense of Ownership: Demonstrates accountability and initiative.
- Autonomy: Works independently, manages time effectively, and prioritizes tasks in a dynamic environment.
- Communication Skills: Strong verbal and written communication abilities with attention to detail.
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